ispo part b 2013

Guidelines to theInternational Standard for Maritime Pilot Organizations

2013 ISPO International Users GroupNo part of this document may be reproduced, utilized, stored in any retrieval system or transmitted in any form or by any meanselectronically or mechanically, including photocopying, recording or by any information, storage or retrieval system without thepermission of the ISPO International Users Group.

Part B

Guidelines to the ISPO Page I

Amendment Page Part B

Revision date March 20, 2013 Version 06

AMENDMENT PAGE

Revision Date Details InitialsAuthorsInitials

Checked byInitials

Approved by

0 29.01.97 final report of ISPO feasibility study MMD CAJ TEW

0 16.07.98 discussion draft document for ISPOproject team

JCvH/ MMD/HWT/ PdB/HD

MMD/ TEW HWT

1 13.10.98 update, fine tune ISPO. Issued forComment IMPA congress Shanghai,People Republic of China

JCvH/ MMD/HWT/ PdB/HD

MMD/ CAJ HWT

2 11.05.99 update, fine tune ISPO. Issued forComment ISPO Task force

JCvH/ RWS/PdB/ HD/HWT

RWS/ CAJ HWT

3 05.04.00 update, fine tune ISPO Issued forComment IMPA congress HonoluluHawaii

JCvH/ RWS/ThvdH/HWT

CAJ/ AdD HWT

4 01.09.06 Update, fine tune ISPO issued for the firstmeeting of the international users group(IUG)

HvD JFH/ AdD/CH

EvD

5 07.12.10 Approval of the revision by the IUGworking group during the meeting ofassociates.

H. vd LugtB. DockxM.J.vd Hoek

G. DevisM. Veenstra

IUG

6 20.03.13 Approval acceptation of the revisioncarried out by the IUG working groupduring the meeting of associates.

H. vd LugtB. DockxH.B.W.BroersH.W. TabakM.J. vd Hoek

E. van Dijk IUG

Guidelines to the ISPO Page II

Foreword Part B


FOREWORD

These guidelines contain recommended guidance to assist maritime pilot organizations in applying orenforcing their measures to give the ISPO full and complete effect in a uniform manner.

Although the measures suggested are not mandatory and the examples given are only intended toillustrate how certain ISPO requirements may be complied with, they must be taken into account.

Observance of the recommendations contained in these guidelines will assist the maritime pilotorganization in achieving its goal and maintaining the highest practicable safety and quality standardswith due regard to safety of human life and avoidance of damage to the environment and property.

Assistance is provided in these guidelines with respect to certain articles of the ISPO. The numberingof the chapters and paragraphs of these guidelines therefore correspond to the ISPO Part A. Thenumbering of the sub-paragraphs is unique about these guidelines. Furthermore, if no additionalguidance is available or necessary only the title of the paragraph will be mentioned.

Guidelines to the ISPO Page III

Table of Contents Part B


TABLE OF CONTENTS

1 Introduction......................................................................................................................................... 11.1 General..................................................................................................................................... 11.2 Scope ....................................................................................................................................... 11.3 Application................................................................................................................................ 11.4 Certification .............................................................................................................................. 11.5 ISPO Configuration .................................................................................................................. 2

2 Definitions........................................................................................................................................... 3

3 Functional Requirements ISPO Management System....................................................................... 4

4 Documentation Requirements ISPO Management System............................................................... 54.1 General..................................................................................................................................... 54.2 Safety and Quality Manual Requirements ............................................................................... 54.3 Control of Documents .............................................................................................................. 64.4 Control of Records ................................................................................................................... 6

5 Management Responsibility ............................................................................................................... 75.1 General..................................................................................................................................... 75.2 Role of the maritime pilot ......................................................................................................... 75.3 Designated Person................................................................................................................... 7

6 Recruitment, Training & Qualification................................................................................................. 86.1 General..................................................................................................................................... 86.2 Medical Fitness of Maritime Pilots ........................................................................................... 86.3 Training, Qualification and Certification of Maritime Pilots - General ...................................... 9

7 Pilot Operations ................................................................................................................................ 227.1 The Maritime Pilot .................................................................................................................. 227.2 Communications .................................................................................................................... 227.3 Passage Planning .................................................................................................................. 237.4 Vessel Traffic Service (VTS) / Vessel Traffic Management (VTM)........................................ 247.5 Portable Pilot Unit (PPU)........................................................................................................ 267.6 Embarking and Disembarking................................................................................................ 26

8 Logistic Operations........................................................................................................................... 298.1 General................................................................................................................................... 298.2 Pilot Scheduling ..................................................................................................................... 298.3 Transport Operations ............................................................................................................. 30

9 Emergency Preparedness................................................................................................................ 329.1 Pilot Operations...................................................................................................................... 329.2 Transport Operations ............................................................................................................. 32

10 Customer Related Processes........................................................................................................... 3310.1 General................................................................................................................................... 3310.2 New Services or Changing Existing Services ........................................................................ 3410.3 Control of Monitoring and Measuring..................................................................................... 3510.4 Customer Communication...................................................................................................... 35

Guidelines to the ISPO Page IV

Table of Contents Part B


11 Risk, Incident and Accident Management........................................................................................ 3611.1 General................................................................................................................................... 3611.2 Risk Management .................................................................................................................. 3611.3 Reports and Analyses of Incidents, Accidents and Hazardous Occurrences........................ 3711.4 Risk Assessment Matrix......................................................................................................... 38

12 Measurement, Analyses and Improvement...................................................................................... 3912.1 General................................................................................................................................... 3912.2 Internal Audits ........................................................................................................................ 3912.3 Analysis .................................................................................................................................. 4112.4 Continuous Improvement ....................................................................................................... 4112.5 Management Review ............................................................................................................. 41

Guidelines to the ISPO Page 1 of 42

1, Introduction Part B


1 INTRODUCTION

1.1 General

-

1.2 Scope

1.2.1 The objectives of the ISPO guidelines may be summarized, in order of priority as follows: To provide recommendations for certification so that smaller well run maritime pilot

organizations can comply To give examples to assist larger maritime pilot organizations to meet the ISPO and to

use modern methods for the improvement of efficiency of the maritime pilot organization

1.2.2 Interpretation of each individual element within these guidelines should be done by eachindividual maritime pilot organization. However, interpretation of each individual elementcannot be treated separately to determine conformity with the ISPO. The ISPO must betaken as a whole.

1.2.3 Information related to the compliance with the ISPO should be open for scrutiny duringverification. The following specific arrangements may be required to provide the evidenceneeded for compliance verification: Documented systems, procedures and instructions Documented evidence of periodical verification of the daily routine operations

1.3 Application

1.3.1 These guidelines apply to all maritime pilot organizations that are directly or indirectlyinvolved in providing pilotage services and the support to these services to ships.

1.3.2 In areas where the competent authority is not the maritime pilot organization, it is themaritime pilot organizations responsibility to ensure that the maritime pilot organizationcomplies with the ISPO.

1.4 Certification

1.4.1 Surveillance audits must be carried out on a periodical basis with a minimum of onesurveillance audit per year. In the 5-yearly cycle of the validity of the certificate all sites,branch offices and all activities included in the scope of the certification need to have beenvisited.

1.4.2 When a classification society performs an ISPO third party audit, three gradations of non-conformity with regard to the ISPO may exist: Gradation 1: Major Non-Conformity

The absence of elements of the ISPO or lack of effective and systematic implementationof a requirement of the ISPO, evidenced by either a single incident or a combination of anumber of similar incidents.

Gradation 2: Non-ConformityAn isolated incident or an observed situation where objective evidence indicates the non-fulfilment of a specified requirement of the ISPO.

Gradation 3: ObservationA statement of fact made during an ISPO audit and substantiated by objective evidence.


1, Introduction Part B


1.4.3 Under the following circumstances the ISPO certificate of compliance is withdrawn: If a major non-conformity is raised at a periodical verification audit and has not been

satisfactorily solved when reviewed at an additional verification audit (and this) within theagreed maximum time limit of three months

If the contract between the maritime pilot organization and the classification society iscancelled (no take over)

If the certification is withdrawn, the classification society must inform the IUG of the actiontaken. This must be done in writing to the IUG administrator.

When the certificate is withdrawn, the individual maritime pilot organization can no longerclaim to be ISPO-certificated and to be in the possession of an ISPO certificate ofcompliance. The classification society will request the individual maritime pilot organizationto return the ISPO certificate of compliance and the maritime pilot organization will lose theIUG membership.

1.5 ISPO Configuration

1.5.1 In addition to Part A and Part B, the ISPO also includes: Part CPart C is the management and control manual. This document contains the procedures todetermine if an individual maritime pilot organization applies for verification and certificationof its safety and quality management system and whether it is in accordance with the ISPOand the role of the recognized and authorized classification society.

It provides guidance to the classification societies for auditing and certification and the ISPOInternational Users Group for the maintenance of the actual standard.

1.5.2 Part C is confidential and should only be used by classification societies and the IUG.


2, Definitions Part B


2 DEFINITIONS

The definitions contained in Chapter 2, Part A of the ISPO apply to the standard and itsguidelines. In addition, the following supplementary definitions apply to these guidelines only: Pilotage Passage means the transit of a vessel through a navigational area, during which

the master of the ship is assisted with the safe navigation of his ship by a maritime pilot. Competent Authority means the administration (national, regional or local) that by law or

tradition is responsible for the organization of pilotage services. Supporting Maritime Pilot means an additional maritime pilot on board the vessel under

pilotage, whose responsibility is to provide support to the maritime pilot during a pilotagepassage.

Maritime Pilotage Instructor means a qualified maritime pilot authorized by the maritimepilot organization to act as a lecturer or instructor.

Minimum Entry Level means the minimum education, certification and experience of theapplicant for maritime pilot.

Pilot Service Suspended means a situation where the pilot cannot (dis-) embark a vesselat the normal boarding position due to meteorological or extraordinary circumstances.Shore Based pilotage (SBP) is a means to assist the vessel in proceeding to/from analternative boarding position.

Shore Based Pilotage (SBP) means an act of pilotage carried out in a designated area bya maritime pilot licensed for that area, from a position other than on board the vesselconcerned to conduct the safe navigation of that vessel.

Hazardous Situation is an unsafe situation. Incident is an event that gives rise to an accident or had the potential to lead to an

accident. Accident is an undesired event giving rise to death, ill health, injury, damage or other

loss.


3, Functional Requirements ISPO Management System Part B


3 FUNCTIONAL REQUIREMENTS ISPO MANAGEMENT SYSTEM

3.1.1 To comply with the minimum requirements of the ISPO, the maritime pilot organizationshould have one or more policy statements. Each policy statement should be clear andconcise, and describe the aim of the safety and quality management system, outline theobjectives in order to achieve the aim and encourage continuous improvement of the safetyand quality management system.

3.1.2 These policy statements should reflect the commitment of the maritime pilot organizationsmanagement and be open to review at regular intervals to ensure that they remain effective.

3.1.3 Interfaces between the maritime pilot organizations safety and quality management systemand any existing port and or fairway policies and procedures should be part of the policystatements of the maritime pilot organization.


4, Documentation Requirements ISPO Management System Part B


4 DOCUMENTATION REQUIREMENTS ISPO MANAGEMENT SYSTEM

4.1 General

4.1.1 Where the term documented procedure appears within the ISPO, this means that theprocedure is established, documented, implemented and maintained.

4.1.2 The extent of the safety and quality management system documentation can differ from onepilot organization to another due to: The size of organization The formal relation to administration and port authority The complexity of the processes and their interaction Local circumstances

4.1.3 The documentation can be in any form or type of medium, such as: On paper Websites Computer data Instructions on CD/ CD-ROM/ DVD Etc

4.1.4 The documentation can contain but is not restricted to: The organizational structure of the pilot organization Statements about the demands and objectives of the safety and quality policy Demands in relation to:

- Recruitment and selection of (new) pilots and personnel- Education, training and competence of pilots and personnel- Behavior of pilots

Procedures in relation to:- Relevant operational processes (including work instructions, specifications and forms)

of the pilot organization- Document management- Internal audits and improvement- Preventive- and corrective actions- In- and external communication

An overview of interaction between relevant processes

4.1.5 The control of all documentation and data relevant to the safety and quality managementsystem is a vital element in the effectiveness of the safety and quality management systemand should be organized so that: Information and data relevant to all persons concerned with the safety and quality

management system is made available Information and data can be retrieved Data may be revised as a result of a non-conformity

4.1.6 Documents and data should be examined for adequacy and approved prior to publication.

4.1.7 A document control procedure should be established which allows users to identify therevision status of all documentation and data and to preclude the use of superseded andobsolete documentation.

4.2 Safety and Quality Manual Requirements

Maritime pilot organizations should maintain a documented safety and quality manual whichaddresses each of the matters in the ISPO governing the scope of the pilot organizationsoperation.


4, Documentation Requirements ISPO Management System Part B


4.3 Control of Documents

4.3.1 Documentation should be designed and procedures established to allow changes andamendments to be made in a controlled manner.

4.3.2 Changes should be readily identifiable and notified to all persons concerned with the safetyand quality management system, as applicable.

4.3.3 All persons concerned with the safety and quality management system affected byamendments should, as far as reasonable or practicable, be involved in defining andimplementing changes.

4.3.4 The documentation should be organized in a manner that allows all persons concerned withthe safety and quality management system to readily refer to its relevant publications.

4.3.5 The maritime pilot organization should appoint a person or persons to be responsible for thecontrol, amendment, approval, and distribution of safety and quality management systemdocumentation.

4.3.6 The methods of distributing documents and the place prescribed or person designated tokeep should clearly be defined.

4.3.7 Procedures should describe the notification necessary to confirm that obsolete documentshave been removed and destroyed. Only the person responsible for the control ofdocumentation should retain copies of obsolete documents.

4.4 Control of Records

4.4.1 Records should remain legible, readily identifiable and retrievable.


5, Management Responsibility Part B


5 MANAGEMENT RESPONSIBILITY

5.1 General

5.1.1 The maritime pilot organization that complies with this standard should define and documentthe responsibilities and authority of all personnel. The reason for documenting theresponsibility and authority of personnel is to ensure that those involved in the managementof safety, environmental protection and service quality know what is expected of them tomake the system function effectively.

5.1.2 Personnel concerned with the maritime pilot organizations safety and quality managementsystem should be given clearly worded, unambiguous definitions of their responsibilities andauthority, to assist in motivating them to understand the vital importance of their performancein the success of the maritime pilot organizations safety and quality management system.

5.1.3 The maritime pilot organization is recommended to establish a procedure for correctivemeasures, agreed between the maritime pilot organization and its personnel, in order toprotect both.

5.1.4 The maritime pilot organizations safety and quality management system should also clearlydefine and document the designated persons responsibility with regard to: Verifying the safety, environmental protection and quality policy statements of the

maritime pilot organization Verifying that specified requirements are observed Reviewing the safety and quality management system and reporting its deficiencies to the

management of the maritime pilot organization

5.1.5 The maritime pilot organization should have a comprehensive knowledge of the legal andregulatory requirements that apply to its activities and services. Such requirements aremandatory and legal and ethical operation is only possible by compliance with theserequirements.

5.2 Role of the maritime pilot

5.2.1 The maritime pilots performance should at all times respect the policy statement of themaritime pilot organization, the integrity of safety and quality management system and thenecessity of feedback to achieve improvement. As an example, reference is made to theCode of Best Practice for European Maritime Pilots of EMPA.

5.3 Designated Person

5.3.1 For the maritime pilot organizations safety and quality management system to beadequately maintained, the following should be taken into account by the designated person: Effectiveness and degree of implementation to be verified The deficiencies that must be reported to the responsible level of management Methods used for correcting the deficiencies identified

5.3.2 The task of implementing and maintaining the maritime pilot organizations safety and qualitymanagement system is a management responsibility. The verification and monitoringactivities should be carried out by a person who is independent of the responsibility forimplementation.

5.3.3 The designated persons assessments must be properly considered by the management butany action recommended by the designated person cannot be dismissed or delayed withoutjustification.


6, Recruitment, Training & Qualification Part B


6 RECRUITMENT, TRAINING & QUALIFICATION

6.1 General

6.1.1 The maritime pilot organization shall establish procedures to ensure that new personnel andpersonnel transferred to new assignments related to the maritime pilot organizations safetyand quality management system are given proper familiarization with their duties.Instructions that are essential, prior to commencing their duties should be identified,documented and given in good time.

6.1.2 The results of audits and analyses of non-conformities, incidents, accidents and hazardoussituations should be considered to enhance training of personnel.

6.1.3 The maritime pilot organization should consider ways of reviewing individual training needsand of checking the validity of recorded qualifications in accordance with international,national, local and any special maritime pilot organizations requirements.

6.1.4 The maritime pilot organization should consider the establishment of procedures for theconduct of refresher courses for personnel engaged in critical safety and emergencyoperations.

6.1.5 The recruiting procedure for maritime pilots should define the minimum requirements forapplicants in accordance with the maritime pilot organizations safety and qualitymanagement system, and the relevant local and national requirements where applicable.This recruiting procedure should take into consideration but should not be restricted to the following: Certification Medical fitness Capacity to command Minimum level of education for entry Assessment of experience and seniority Assessment of shiphandling ability

6.2 Medical Fitness of Maritime Pilots

6.2.1 The medical standards developed by the maritime pilot organization should take into accountthe views of recognized medical practitioners experienced in medicine as applied in themaritime environment.

6.2.2 The medical standards used may differentiate between maritime pilot applicants andmaritime pilots already providing pilotage services.

6.2.3 The medical standards should, so far as possible, define objective criteria with regard tofitness for service.

6.2.4 The medical standards should also identify particular medical conditions of concern, such ascolour blindness.

6.2.5 Examinations of maritime pilots under the Medical Standards should be conducted by amedical practitioner recognized by the maritime pilot organization.

6.2.6 Persons requiring the use of spectacles or contact lenses to perform duties should carry aspare pair of spectacles.




6.2.7 The maritime pilot organization is free to require higher and additional standards than thosegiven in the next table.

Distance vision Near/immediatevision

Colourvision

Visualfields

Nightblindness

Diploma(doublevision)

One eye Othereye

Both eyes togetherAided or unaided

Aided 0,5 0,5 Vision required for shipsnavigation (e.g. chart and nauticalpublication reference, use ofbridge instrumentation andequipment, and identification ofaids to navigation)

Normalvisual fields

Visionrequired toperform allnecessaryfunctions indarknesswithoutcompromise

Nosignificantconditionevident

Unaided 0,1 0,1

6.3 Training, Qualification and Certification of Maritime Pilots - General

6.3.1 The maritime pilot organization should establish minimum training requirements andqualifications for maritime pilots prior for undertaking the work as a maritime pilot.

6.3.2 The maritime pilot organization should establish a training scheme to enable any maritimepilot who does not comply with the established standard of competence, to reach thenecessary standard.

6.3.3 The maritime pilot organization should keep written record for all maritime pilots under itsmanagement, stating the name, place of birth, certificate or license number, date of birth anddate of issue of certificate/ license or registration in a common register.

6.3.4 The maritime pilot organization should establish the maximum period of time per designatedarea in which a maritime pilot is permitted to be absent from providing pilotage services. Thisabsence may be due to: Training courses Service elsewhere Investigation Medical/ physical condition

6.3.5 If a maritime pilot exceeds the maximum period of absence, the maritime pilot organizationshould provide him with an assessment and a refreshment programme as deemednecessary.

6.3.6 In order to ensure the continued proficiency of maritime pilots, the maritime pilot organizationshould satisfy itself at regular intervals not exceeding five years, that all maritime pilots underits management continue to maintain their level of competence.

6.3.7 The pilot organization should establish and maintain programmes for maritime pilots, incompliance with relevant rules and regulations that support the updating of the knowledgeand skills. The programme should include but not be restricted to: Theoretical knowledge: which may include approved laboratory equipment training,

classroom training and/or computer based training Practical skills: which may include approved in-service training and/or simulator training New developments affecting pilotage services Lessons learned from reported non-conformities, accidents and hazardous situations Safety equipment and personal survival techniques Risk management techniques and appropriate actions to control risk




6.3.8 For developing continued proficiency programmes the maritime pilot organization isencouraged to consider new developments which may include: Aids to navigation Navigational equipment/Bridge automation concepts Vessel handling and maneuvering Port and VTS/VTM specific operational requirements Port and fairway safety and quality management systems Risk management techniques maritime pilot computer based specific systems for example Portable Pilot Unit (PPU) Human factor and fatigue management issues Communication equipment and skills New best practice in the maritime industry

6.3.9 The maritime pilot training programme should be based on practical on-board instructionand training provided on full-scale ships under the guidance of a maritime pilotage instructor.

6.3.10 Aids to maritime pilot training programmes include but are not restricted to: training vessels,approved laboratory equipment training, class room training, computer based training,simulator training and manned models.

6.3.11 The maritime pilot training programme should include but not be restricted to the following: Personal survival techniques Personal safety:

- Embarking and disembarking equipment- Man overboard- Rescue equipment- Emergency actions during transfers via pilot boat or helicopter- First aid

Social responsibility:- Interpersonal skills- Communication- Effects of fatigue on performance- Physiological surrounding of human performance and lifestyle associated with shift

work- Bridge Resource Management (BRM)

6.3.12 The maritime pilot training programme should take into consideration relevant IMO modelcourses. Examples of these courses are: Radar Navigation (Operational Level) Radar Navigation (Management Level) ECDIS (used ENC with corresponding Usage Level) Elementary First Aid Medical First Aid Proficiency in Personal Survival Techniques Proficiency in Personal Safety and Social Responsibility

6.3.13 These courses may be used to enhance, update or supplement existing training materials inorder to improve the quality and effectiveness of the maritime pilot training programme.

6.3.14 The maritime pilot training programme should include instruction (training, qualificationand/or certification) on maritime pilot computer based specific systems used during theprovision of pilotage services, for example Portable Pilot Unit (PPU). The maritime pilotshould have instructions on a specific manufacturer piece of equipment in use by the pilotorganization. This training should include all relevant safety aspects such as:




6.3.15 The maritime pilot training programme should be designed with due regard to the MaritimePilot Experience Table and the Maritime Pilot Competence Chart.

Below an example of a Pilot Experience Table. It may be used by a specific pilotorganization, for a specific port, area, or country. The extent of the table is defined by thepilot organization.

Ship dimensions L XL XXL

Designatedarea

Area I P P + A P + BArea II P P + C P + DArea III P P + E P + F

Table 6.1

P in the Maritime Pilot Experience Table refers to the minimum level of competencedefined by the pilot organization for an on-board maritime pilotage.

A, B, C, D, E and F in the Maritime Pilot Experience Table refer to the experience andseniority considered necessary to carry out maritime pilotage on a specific ship in adesignated area. The level of (additional) experience and seniority starts at A andprogresses towards F.

Horizontally in this example, three different ship dimensions are represented, according tothe successive complexity of ship handling. The indications L, XL and XXL can representeither the length over all or (LBT) or volume or draft etc., according to local good practice,tradition and/or custom.

Vertically, in this example, three designated areas are represented, of which each arearequires specific skills and competence. The specific skills and competence required foreach area could be based on the extent of experience of maritime pilotage in this areaconsidered necessary, to be able to deal with the specific geographical particulars of thatarea.

6.3.16 The maritime pilot training programme should be delivered by a maritime pilotage instructor.For this purpose the use of didactical techniques is recommended.

6.3.17 The maritime pilot organization should establish and maintain a training programme forshore based maritime pilots.

6.3.18 The standard of competence for shore based maritime pilots should include: Compliance with the maritime pilot competence table Holding a valid appropriate maritime pilot certificate Compliance with the IALA VTS Operator Competence Chart as required by the maritime

pilot organization Compliance with local VTS/VTM authority requirements

6.3.19 On the next pages an example is shown of a possible Maritime Pilot Competence Chart.




Possible Maritime Pilot Competence ChartCompetence Knowledge, understanding and

proficiencyMethods for demonstrating

competenceCriteria for evaluating competence

BehaviourDemonstrate identified personal attributesspecifically related to the duties of theMaritime Pilot

Time managementDemonstrate skills required to performand prioritise multiple and varying tasksduring Pilotage Passage

Reliability Demonstrate punctuality Demonstrate thoroughness Demonstrate decisiveness

Stress ManagementDemonstrate the ability to anticipate inorder to avoid unexpected circumstances.

Demonstrate initiative, decision-makingskills and critical thinking skills in dealingwith unexpected circumstances andemergency situations.

Examination and assessment of evidenceobtained from one or more of thefollowing: Approved in-service experience Approved simulator training, where

appropriate Approved laboratory equipment

training Approved human resource

management training

The conduct of the Maritime Pilot is incompliance with acceptable principlesand procedures established by the PilotOrganization concerned.

LanguageUse the Standard Marine NavigationalVocabulary as replaced by the IMOStandard Marine CommunicationPhrases and use English and any otherlanguage authorised by the governmentin written and oral form

Adequate knowledge of the Englishlanguage and the language authorised bythe Government to enable the MaritimePilot to use charts, publications andregulations; to understandmeteorological, waterway, portmanagement and safety information andto communicate with the vessels bridgeteam, shore facilities and agencies.Including the ability to use andunderstand the Standard MarineNavigational Vocabulary as replaced bythe IMO Standard Marine CommunicationPhrases.

Examination and assessment of evidenceobtained from practical instruction.

Standard language assessment as usedby the Government.

English language publications,regulations and messages relevant to theMaritime Pilotage Passage are correctlyinterpreted or drafted.

Communications by any means are clearand understood: Written reports Oral communications Reading skills




Competence Knowledge, understanding andproficiency

Methods for demonstratingcompetence

Criteria for evaluating competence

CommunicationCommunication skills

General Communication skillsKnowledge of: Aspects of interpersonal communication Problems that can block or hinder the

communication process The difference between verbal and non-

verbal aspects of communication (Multi-)cultural aspects that can hinder

the acquisition of a commonunderstanding of messagescommunicated

Examination and assessment of evidenceobtained from one or more of thefollowing: Approved simulator training, where

appropriate Approved laboratory equipment training

such as human resource managementtraining

Demonstrate the ability to avoid theintroduction of communication problemsand to overcome such problems whenthey are experienced.

Nautical knowledgeApplication of Nautical Knowledge

Collision RegulationsA thorough knowledge of the content,application and intent of the (COLREGS),and any other local or national rulesrelevant to the pilotage area.Aids to NavigationKnowledge of various buoyage systemsand electronic aids to navigation systemsin the area.Shipboard KnowledgeThorough knowledge of: Ship terminology Different types of ships and cargo Ship stability Propulsion systems External force.Port OperationsKnowledge of and ability to co-ordinateinformation relating to: Harbour operations (including

contingency plans) Security Tugs and towing Other allied services



Demonstrate the ability to interpret theapplication of the COLREGS.

Demonstrate the ability to interpret theeffect of aids to navigation on the trafficflow in the area.

Demonstrate the ability to assimilate allavailable information relevant to shipdesign, meteorological and hydrographicconditions that may influence theMaritime Pilotage Passage.

Demonstrate the ability to assimilate allavailable information relevant to portoperations and allied services that mayinfluence the Maritime Pilotage Passage.







Position fixingDetermine position and the accuracy ofresultant position fixing by any means.

Position determination in all conditions: By celestial observation By terrestrial observations, including the

ability to use appropriate charts, noticesto mariners and other publications toassess the accuracy of the resultingposition fix

Using modern electronic navigationalaids, with general knowledge of theiroperating principles, failures, effects,limitations, sources of error, detection ofmisrepresentation of information andmethods of correction to obtainaccurate position fixing



Using the applicable aids to navigation,where available.

The primary method chosen for fixing theships position or checking the movementof the vessel is the most appropriate tothe prevailing circumstances andconditions.

The fix obtained by celestial and/orterrestrial observations is within acceptedaccuracy levels.

The accuracy of the resulting fix isproperly assessed.

The fix obtained by the use of electronicnavigational aids is within the accuracystandards of the systems in use. Thepossible errors affecting the accuracy ofthe resulting position are stated.

ErrorsDetermine and allow for compass errors

Knowledge of the principles of magneticand gyrocompasses.

Ability to determine and allow for errors ofthe magnetic and gyrocompassesespecially with respect to local deviationsand acceleration errors.



Using celestial observations, terrestrialbearings for checking the compasses.

The method of checks of compasseserrors.







Aids to NavigationMaintain safe navigation through the useof modern navigation systems to assistcommand decision-making

Operation of other equipment relevant tothe Maritime Pilotage Passage asrequired by local regulations

General knowledge of system errors,failures and effects, and the operationalaspects of modern navigational systems

Evaluation of navigational informationderived from all sources, in order to makeand implement command decisions forcollision avoidance and for directing thesafe navigation of the ship duringpassage.

The inter-relationship and optimum use ofall navigational data available forconducting navigation.

Thorough knowledge of the operatingprinciples, failures, effects and limitations,sources of error, detection ofmisrepresentation of information andmethods of correction to obtain accurateposition fixing.





Information obtained from modernnavigation systems is correctlyinterpreted and analysed, taking intoaccount the limitations of the equipmentand the prevailing circumstances andconditions.

Actions taken to avoid a close encounteror collision with another object are inaccordance with the COLREGS and anynational or local regulation.

Information obtained from navigationalequipment is correctly interpreted andanalysed, taking into account thelimitations of the equipment and theprevailing circumstances and conditions.

Hydro / MeteoForecast weather and hydrographicconditions

Ability to understand and interpret asynoptic chart and to forecast areaweather, taking into account informationreceived by weather fax and localweather forecast.Knowledge of the characteristics ofvarious weather systems in the area.Knowledge of current systems.Ability to calculate local tidal conditions.Use of appropriate navigationalpublications on tides and currents.Ability for ice recognition whereapplicable

Examination and assessment of evidenceobtained from one or more of thefollowing: Approved in-service experience Approved laboratory equipment training

The likely weather conditions predictedfor a determined period are based on allavailable information.

Actions taken to maintain safety ofnavigation during the Maritime PilotagePassage minimise any risk to safety ofthe ship, human life, property and theenvironment.

Reasons for intended action aresupported by observations of the actualweather conditions.







Passage planningEstablish passage arrangements andprocedures

Pilotage Passage planning andconducting navigation.

Thorough knowledge of content,application and intent of the InternationalRegulations for Preventing Collisions atSea (COLREGS) and any other local ornational rules relevant to the area.Thorough knowledge of the content,application and principles to be observedof the Pilotage Operations.

Effective Bridge teamwork procedures.

Pilotage Passage planning and conductof navigation for all conditions byacceptable methods of plotting tracks,taking into account e.g.: Restricted waters Meteorological and hydrographic

conditions Traffic separation schemes and traffic

patterns Anticipating ice conditions in polar

waters

Thorough knowledge of local procedures,regulations and safety requirements.

Reporting in accordance with localreporting requirements.


Appropriate



Using chart catalogues, charts, nauticalpublications and ship particulars

Passage arrangements and proceduresare established and maintained incompliance with international, nationaland local regulations and guidelines soas to ensure the safety of navigation andhuman life, and avoidance of damage tothe environment and property.

The equipment, charts and nauticalpublications required for the voyage areappropriate to the safe conduct of thevoyage.

The reasons for the planned route aresupported by facts and statistical dataobtained from relevant sources andpublications.

Positions, courses, distances and timecalculations are correct within acceptedaccuracy standards for navigationalequipment.

All potential navigational hazards andrisks are accurately identified.

Navigation systemsOperation of Equipment

Basic Equipment: Telecommunications (GMDSS a.o.) Navigation (ARPA, ECDIS a.o.) Vessel handling ((automatic) steering

systems a.o.) Maritime pilot computer based specific

systemsOther equipment relevant to theMaritime Pilotage Passage as requiredby local regulations.



Demonstrate the ability to correctlyinterpret and analyse informationobtained from the navigational aids,taking into account the limitations of theequipment and the prevailingcircumstances and conditions.







Communication systemsVHF technology

Assist in Search And Rescue Operations

Transmitting and receiving informationusing VHF equipment Radio operator practices and

procedures VHF systems and their use (incl. AIS) Operation of VHF equipment Communication procedures, including

Search and Rescue (SAR)

Knowledge of local Search and Rescue(SAR) procedures in Pilotage Passageareas.





(Automatic) transmission and reception ofcommunications comply with internationaland local regulations and procedures arecarried out efficiently and effectively.

The assist in Search and RescueOperations is in accordance withinternational, national and localguidelines and standards.

Radio communications are establishedand correct communication proceduresare followed during the assist in Searchand Rescue Operations.

Control systemsBasic knowledge of propulsion andcontrol systems

Operating principles of marine propulsionsystems

Ships auxiliary machinery

General knowledge of marineengineering terms

Examination and assessment of evidenceobtained from one or more of thefollowing: Approved laboratory equipment training Practical instruction

Ability to recognise that propulsion andcontrol systems are being operated inaccordance with technical safe practice.







ManoeuvringManoeuvre and handle a ship in allconditions and circumstancesManoeuvre and handle a ship in allconditions and circumstances

Thorough theoretical and practicalknowledge in manoeuvring and handlinga ship in all conditions andcircumstances, including: Ability to assess the manoeuvring and

propulsion characteristics of all types ofships, where applicable, with specialreference to manoeuvring trial data,loading conditions and speeds;directional stability, pivot point, rudderand propeller type

Manoeuvres when approachingMaritime Pilot stations and embarkingor disembarking Maritime Pilots, withdue regard to vessel traffic, weather,tide and manoeuvring characteristic

Handling all types of ships, whereapplicable, in rivers, estuaries, harboursand restricted waters, with regard to theeffects of current, wind and shallowwater on helm response, drift angle andpath width. Manoeuvring in restrictedand shallow waters with regard to thereduction of under keel clearance dueto squat, rolling, pitching, heave andsway

Manoeuvring in polar waters or subzero conditions including escortedoperations

Interaction between passing ships(canal effect) and between own shipand nearby banks and obstructions(banking)

Berthing, unberthing and dry-dockingunder various conditions with andwithout tugs


appropriate Approved laboratory equipment training Manned models

All decisions concerning berthing andanchoring are based on a properassessment of the ships manoeuvringand engine characteristics and the shipsmanoeuvring and engine response andthe forces to be expected while berthedalongside or lying at anchor.

While under way, a full assessment ismade of possible effects of shallow andrestricted waters, ice, banks, tidalconditions, passing ships and own shipswave system.




Berthing and Unberthing

Ship and tug interaction, tugarrangements and requirements

Manoeuvring of ships with specialrequirements, such as: special units,unit under tow, hampered vessel orvessel constrained by her dimensions

Choice of anchorage; anchoring withone or two anchors in limitedanchorages and factors involved indetermining the length of anchor cableto be used

The relation between the ships speedand ships wave system, especially inrestricted and/or shallow waters

Manoeuvring of ships during periods ofrestricted visibility

Manoeuvring in emergencycircumstances

Thorough theoretical and practicalknowledge in manoeuvring and handlinga ship while berthing and unberthingunder normal conditions andcircumstances, including: Relationship between vessel speed and

(added) mass and water depth Number of tugs with regard to bollard

pull and arrangement Mooring plan including lines and

anchors, where appropriate, with regardto wind and tidal currents

Berth, dry-dock and/or lockcharacteristics



All decisions concerning berthing andunberthing are based on properassessment of ships manoeuvring andpropulsion characteristics, includingforces to be expected while berthing andunberthing.







Legal aspectsMonitor compliance with legislativerequirements

Knowledge of international maritime lawembodied in international agreementsand conventions, national and local rulesand regulations, where applicable.

Knowledge, understanding andproficiency should include but not berestricted to the following subjects: The relevant requirements of the

International Convention on Load Lines The relevant requirements of the

International Convention for the Safetyof Life at Sea (SOLAS)

The relevant requirements of theStandards of Training, Certification andWatchkeeping Convention 1995(STCW)

The relevant requirements of MaritimeDeclarations of Health, the InternationalHealth Regulations and the local andnational health regulations

The relevant requirements for reportingpollution of the marine environment byships

The regional/local legal aspects

Examination and assessment of evidenceobtained from one or more of thefollowing: Approved in-service experience Approved laboratory equipment training

Potential non-compliance is promptlyidentified.

Emergency responseRespond to navigational emergenciesduring passage

Prioritise and respond to emergencysituations.Knowledge of the contingency plansrelating to distress communications,pollution and special circumstances.Local regulations regarding dangerousgoods and hazardous cargoesActions to be taken in case of: Breach in hull integrity Man overboard Blocking of the fairway, bridges and

locks

Examination and assessment of evidenceobtained from one or more of thefollowing: Approved simulator training, where

appropriate Approved laboratory equipment training Practical instruction

The type and scale of any problem ispromptly identified.Decisions and actions minimise theeffects of any malfunction caused by anavigational emergency during passage.

Communications are effective andcomply with established procedures.




On-board emergencies On-board equipment failure e.g.

emergency steering Allied services arrangement failure


7, Pilot Operations Part B


7 PILOT OPERATIONS

7.1 The Maritime Pilot

7.1.1 A maritime pilot should be fit for duty, which includes not being under the influence ofalcohol, drugs or any other substance that may impair ability.

7.1.2 A maritime pilot is responsible for his/her own professional development derived from thetraining and experience provided and as required by the maritime pilot organization.

7.1.3 A maritime pilot should contribute to a good working environment with the master and bridgeteam members while providing maritime pilotage.

7.1.4 A maritime pilot should be aware of the possible differences in culture and languages onboard vessels.

7.1.5 A maritime pilot should contribute to a good working environment with other port servicesinvolved in the pilotage passage.

7.1.6 A maritime pilot is responsible for his behavior while providing maritime pilotage.

7.1.7 A maritime pilot should be fully aware of all factors that may affect the pilotage passage. Theinformation may be obtained from the following sources: The maritime pilot organizations safety and quality management system Navigational warnings and notices to mariners with respect to the designated area Shipboard systems and equipment, e.g. ARPA Shore based systems and port operations Meteorological and hydrological information VTS/VTM Port and fairway quality safety management systems Maritime pilot computer based specific systems Any other information system in use, such as Automated Information System (AIS)

7.1.8 A maritime pilot should be reasonably up to date with analyses from the reporting systemmade available to him (non-conformities, accidents, and hazardous situations) in support ofhis professional development and performance. This includes but is not restricted to: Corrective actions Lessons learned through the maritime pilot organization

7.1.9 A maritime pilot should co-operate with the maritime pilot organizations safety and qualitymanagement system with respect to: Training and proficiency programmes Specialized courses

7.2 Communications

7.2.1 The maritime pilot organization should establish procedures for the followingcommunications between: The maritime pilot organization and the vessel or vessel representative, e.g. arrival and

departure confirmation The maritime pilot and the bridge team Parties involved with hand-over(s) during pilotage passage The maritime pilot and the Supporting maritime pilot The maritime pilot or the maritime pilot organization and the port/fairway related services The maritime pilot or the maritime pilot organization and other allied services The shore based pilot and the VTS/VTM authority




The shore based pilot and the bridge team

7.2.2 Information exchange between the maritime pilot organization and the maritime pilot shouldbe conducted in such a way that sufficient time for the preparation and planning of thepilotage passage is established before embarking of the maritime pilot. This informationexchange should be limited to the information which is strictly necessary to assist in theplanning and execution of the pilotage passage. The information exchange can vary fromship to ship, trade to trade, port to port, fairway to fairway, designated area to designatedarea and should only be used by the maritime pilot for the preparation and planning of thepilotage passage.

7.2.3 After the embarking procedure detailed information exchange should take place between themaster and or bridge team and the maritime pilot.

7.2.4 The maritime pilot organization should appoint a person to act as liaison between themaritime pilot organization and other port/fairway services and/or to provide advice regardingspecial maritime pilot related services and pilotage issues to port authorities and shippingline representatives. When appropriate, this advice should also be communicated by thisperson to the maritime pilot involved in the pilotage passage concerned. The appointment ofthis person should be subject to confirmation by the maritime pilot organizationsmanagement.

7.2.5 The maritime pilot organization should define and document the responsibility and authorityof the abovementioned person.

7.2.6 The abovementioned person should be qualified and experienced in local maritime pilotageservice aspects and any local port and fairway regulations.

7.3 Passage Planning

7.3.1 The procedures for the preparation and planning of the pilotage passage should include, butnot be restricted to the following items: Pre-arrival or pre-departure checklist Embarking and disembarking procedures Maritime pilot card Communication procedures Use of ships crew and shipboard systems Navigational aspects of port and or fairway Hydrographic and meteorological aspects Boatmen support and consigned mooring plan arrangements and requirements Berthing or unberthing procedures Tugboat support and consigned towing line arrangements Navigational warnings and notices to mariners with respect to the designated area Berths, quays, dry-docks and or lock characteristics Calibration and updates of navigational information and data of the maritime pilot

computer based specific systems, if in use Rules and regulations by national administrations and local best practice

7.3.2 The maritime pilot organization should ensure that the passage planning is in compliancewith all applicable guidelines, standards and procedures recommended by IMPA, as so as toreduce the risk of miscommunication and misunderstanding between: The maritime pilot and the bridge team The maritime pilot and supporting maritime pilot The piloted vessel and shore services (e.g. VTS/VTM) The piloted vessel and other maritime traffic in the designated area




7.3.3 The planning of the pilotage passage should be discussed between the master and themaritime pilot after the embarking procedure. Any amendments to the pilotage passage planshould be agreed on by the maritime pilot and the bridge team.

7.3.4 The planning of the pilotage passage should be agreed between the master and themaritime pilot before the maritime pilot starts assisting the master and/or bridge team in thenavigation of the vessel and the execution of the pilotage passage commences.

7.3.5 During the execution of the pilotage passage it is appropriate to review and update thepilotage passage plan and inform the master and/or the bridge team accordingly.

7.3.6 Depending on national and local regulations and local best practice the master may delegatethe conduct of the navigation to the maritime pilot who directs the navigation of the ship inclose cooperation with the master and or the bridge team.

7.3.7 It is important at all times that during the execution of the pilotage passage theresponsibilities of the maritime pilot, the master and the bridge team are agreed and clearlyunderstood. The presence of the maritime pilot does not relieve the master and or the bridgeteam of their duties and obligations regarding the safety of the ship.

7.3.8 The maritime pilot organization should instruct the maritime pilot that any hand-overprocedure between maritime pilots during the pilotage passage takes place on the bridge ofthe vessel and that this procedure is clearly defined and unambiguous.

7.3.9 The maritime pilot organization should establish procedures between the maritime pilot andany supporting maritime pilot as to define responsibility, authority, tasks and communicationsaspects. It must always be clear to the master which pilot is the maritime pilot and which isthe supporting maritime pilot.

7.3.10 The maritime pilot organization should instruct the maritime pilot that all procedures derivedfrom the passage planning are communicated effectively to the bridge team members, alliedservices, and port/fairway authority.

7.4 Vessel Traffic Service (VTS) / Vessel Traffic Management (VTM)

7.4.1 The maritime pilot organization should establish and maintain communication procedureswith the local VTS or VTM, where such services are established in port and/or fairway. Thismay include: Traffic flow, density and traffic pattern information (TTI, STI & FIS) Restricted visibility Emergency preparedness, emergency control and calamity abatement Resource planning Allied services alterations, e.g. tugs, boatmen, lock masters, etc. Water management Weather forecast Suspended maritime pilotage Incident/ accident reporting Disturbance in communications of the information systems Integrity warnings for local port and fairway information and navigation systems

All established procedures and agreements necessary for the execution of the pilotageservice in relation to the VTS/VTM authority should aim for harmonization andstandardization.

7.4.2 The maritime pilot organization should instruct all maritime pilots under its management tofollow the communication procedures as agreed between the maritime pilot organization andthe local VTS/VTM authority.




7.4.3 All maritime pilots performing duties at the local VTS station should be instructed by themaritime pilot organization to perform in compliance with the IALA VTS operator orsupervisor competence charts, as required by the maritime pilot organization and VTS/VTMauthority.




7.5 Portable Pilot Unit (PPU)

7.5.1 The pilot organization should establish and maintain procedures for the safe usage of PPUsystems during the pilotage passage. These procedures should take into consideration - butshould not be restricted to the following: Maritime pilot training, qualification and complementary certification scheme; Operation and utilization Harmonization and integration of VTS/VTM port base system Alarms, failures and effects Maintenance and repairs System test and acceptance protocols Updating software

7.5.2 The PPU should at all times be considered as a computer based specific system for themaritime pilot and an aid for the maritime pilot when carrying out his work at the pilotagepassage.

7.5.3 Where it is determined that a PPU should be used during a pilotage passage, proceduresshould be established to ensure that maritime pilots are trained, qualified and/or certified inits use.

These criteria should also include a contingency plan dealing with equipment failure andreplacement of PPU systems.

The particular PPU systems adopted and in use by a pilot organization should be as uniformas possible in order to improve standardisation of equipment, training and procedures in aconsistent way.

7.5.4 In spite of the absence of specific regulatory requirements, industry standard and/orguidelines the pilot organization should check the quality- and assurance system of themanufacturer and/or data supplier of the maritime pilot computer based specific systems inuse. This check by the pilot organization does not take away the responsibility of themanufacturer or data supplier. Checking the PPU system in use should take the following inconsideration: Functionality Reliability Usability Efficiency Portability Maintainability

Special attention must be given to the establishment of the necessary procedures in order totake care of checks for maintenance, repairs, testing, up-dating of hard- and software and/ordata. The pilot organization should establish a planned maintenance system for periodic andscheduled maintenance checks with logs of usage and faults/failures.

7.6 Embarking and Disembarking

7.6.1 The maritime pilot organization should establish and maintain embarking and disembarkingprocedures for all transport services used in support of the pilotage services.

7.6.2 These procedures should include but not be restricted to: Technical and safety operational data particular to the transport service provider Communication requirements between the transport service provider and the vessel to be

piloted




7.6.3 Any maritime pilot transfer arrangement, together with any suspension arrangements orattachments fitted and intended for the use of the embarking and/or disembarking of themaritime pilot, should be in compliance with local, national and international requirements.

7.6.4 The embarking and disembarking procedures for pilot vessels should include but not berestricted to: Pilot vessel technical operational restrictions, such as:

- Maximum wave and swell height- Visibility data- Manoeuvring data- Weather restrictions

Pilot vessel safety operational restrictions

The maritime pilot organization should establish clear instructions regarding maritime pilottransfer arrangements. These instructions should be communicated to the vessel and thevessel representative as part of the communication procedures outlined in paragraph 7.2.These instructions should include but not be restricted to the following information: Pilot ladder position, side of vessel and specially required securing arrangements, if

necessary Pilot ladder construction Ropes and heaving lines Accommodation ladder position and side of the vessel Mechanical pilot hoist position and side of the vessel Other equipment if necessary, in addition to IMO/SOLAS requirements




7.6.5 The embarking and disembarking procedures for helicopter transfers should include but notbe restricted to: Helicopter technical operational requirements, such as:

- Operating conditions- Weather restrictions- Manoeuvring data- Performance requirement

Helicopter safety operational requirements:- Safety briefings prior to commencing operations- Survival training - aircrew and maritime pilots- Emergency equipment - fire fighting and personal survival- Required attire

Shipboard operating requirements:- Operating area - landing, winching and/or other areas- Shipboard crew

Operating instructions for maritime pilots, including:- Embarking and disembarking- Winching = lowering and hoisting

Communication between the vessel and the helicopter Communication between the helicopter and the maritime pilot, including:

- Initial before approach (prior airborne)- In flight- After landing - rotors running turnaround- After landing - shutting down- Winching operations

The procedures for communication between the vessel and the helicopter aircrew shouldclearly define the responsibility and authority of the aircrew in relation to the vessel crew.

The master of the vessel is responsible for the overall safety of the ship. The safety of thehelicopter and the aircrew remains at all times the responsibility of the helicopter pilot. Inorder to carry out their respective responsibilities the helicopter pilot and the master mustagree on the proposed operation.

Clearance for any helicopter operations and permission for the helicopter to land on boardare given entirely at the discretion of the master of the vessel. If the master of the vessel is inany doubt whether the helicopter operations may jeopardize ship safety, he/she may stopthe operation at any time.


8, Logistic Operations Part B


8 LOGISTIC OPERATIONS

8.1 General

8.1.1 The maritime pilot organization should verify that all transport services, whether they areintegral parts of the organization or purchased services, comply with the requirementsestablished under the maritime pilot organizations safety and quality management system.

8.1.2 Where a maritime pilot organization chooses to outsource logistical services, theorganization should ensure control over such processes. The type and extent of control to beapplied to these outsourced processes should be defined within the safety and qualitymanagement system.

8.1.3 The maritime pilot organization should establish and maintain scheduling information formaritime pilots as part of the logistics system, which should include but not be restricted to: Maritime pilots information:

- The validity of the maritime pilots certificate or license (e.g.: designated area(s), sizeof vessels, type of ships)

- The maritime pilots required competence availability- The working and resting hours and maximum continuous period of duties for all

maritime pilots fit for duty, recognizing delays and emergencies Vessel information:

- Vessel particulars- ETA/ETD- Cargo information, e.g. dangerous goods (HAZMAT)- Restrictions and special conditions

External information:- Communications with Masters, port authorities and agencies with respect to vessel

movements, berth locations, anchor and waiting positions- ETA/ETD of the vessel

8.2 Pilot Scheduling

8.2.1 The established monitoring system for working hours of maritime pilots should comply withnational and local requirements. This monitoring system may consider a Fatigue Alertnessand Endurance Management Plan (FAEMP). Special emphasis should be given to theissues surrounding fatigue, impaired alertness and operationally induced performancedecrements.

8.2.2 A FAEMP may include but is not restricted to the following aspects: A period of performed maritime pilotage duties should be preceded by a rest period. The maritime pilot organization should ensure that maritime pilots receive adequate

opportunity to achieve sufficient quality and quantity of restorative sleep. The maximum continuous period of maritime pilotage duties in any 24 consecutive hours. Acceptable performance criteria for safe and efficient scheduling and planning of

resources in pilotage services. An appropriate level of preparedness for all reasonable and foreseeable emergencies in

pilotage services. Any anticipated maritime pilotage passage or successive passages may not exceed the

defined maximum continuous period for maritime pilotage duties. An exception should bemade in the case of delays beyond the control of the maritime pilot or the maritime pilotorganization, or for any emergency occurring during pilotage passage.

Maritime pilot resting time before the next assignment of the maritime pilot. A maritime pilots log of working hours including working and stand-by hours.




8.2.3 Maritime pilot organizations are encouraged to initiate study and revision of present manningand work scheduling practices to evaluate their appropriateness to the physical, legal andeconomic environment. These studies should particularly define high risk operations duringpilotage services, the current state of health of the maritime pilot, subjective sleep qualityand fatigue levels.

8.3 Transport Operations

8.3.1 The maritime pilot organization should ensure that the procedures for the assessment andacceptance of transport services comply with all applicable local, national and internationalrules and regulations as well as the maritime pilot organizations safety and qualitymanagement system.

8.3.2 The pilot vessel operation requirements should include but not be restricted to the followingoperating procedures, plans and instructions: Shipboard operations:

- Special shipboard operations, e.g. where hazards may occur- Critical shipboard operations; e.g. where an error may immediately cause a hazard- Safety related operations, e.g. vessel in dangerous position

Vessel maintenance:- Repairs- Inspections and surveys- Preventive measures

Shipboard equipment operation:- Critical equipment and systems- Communication equipment- Safety equipment- Embarking and disembarking equipment

8.3.3 All pilot vessel operations should be carried out in compliance with the relevant national andinternational requirements.

8.3.4 The master of the pilot vessel should be provided with clear guidance on his/herresponsibility and authority regarding matters affecting the safety of the persons on board,the environment and the vessel.

8.3.5 The maritime pilot organization should provide clear procedures and instructions defining thecommunications between the master of the pilot vessel and the maritime pilot.

8.3.6 The helicopter operation requirements should include but not be restricted to the followingoperating procedures, plans and instructions: Helicopter operations:

- Special operations, e.g. where hazards may occur- Critical operations; e.g. an error which may immediately cause a hazard- Safety related operations, e.g. vessel in dangerous position

Helicopter maintenance Helicopter equipment operation:

- Critical equipment and systems- Communication equipment- Safety equipment- Embarking and disembarking equipment

8.3.7 All helicopter operations should be carried out in compliance with the relevant national andinternational requirements.




8.3.8 The helicopter pilot should be provided with clear guidance on his/her responsibility andauthority regarding matters affecting the safety of the persons on board, the environmentand the vessel.

8.3.9 The maritime pilot organization should provide clear procedures and instructions defining thecommunications between the helicopter pilot and the maritime pilot.


9, Emergency Preparedness Part B


9 EMERGENCY PREPAREDNESS

9.1 Pilot Operations

9.1.1 The maritime pilot organization should establish and maintain emergency preparednessprocedures applicable for all pilotage passages regarding hazards and incidents. Theseshould include but not be restricted to: Communication procedures with local port/fairway authorities Procedures to assist emergency response teams from local port/fairway authorities

9.1.2 The maritime pilot organizations contingency plans may include: The composition and duties of all personnel acting within the maritime pilot organizations

contingency plans Procedures for mobilization of appropriate emergency response, which may include the

establishment of an emergency response team Procedures for establishing and maintaining contacts between the maritime pilot on board

the vessel and the port/fairway authorities Procedures for requesting assistance from allied services in the event of hazard

situations, incidents and emergencies Procedures for notifying and communicating with next of kin of maritime pilots Procedures for issuing information and answering queries from the media and the public List of contact names and telecommunication details of all relevant parties who need to

be notified and consulted by the maritime pilot organization

9.1.3 In designing these procedures the maritime pilot organization should ensure that allcontingency plans are consistent and appropriately integrated with any port/fairwaycontingency planning already in place.

9.2 Transport Operations

9.2.1 The safety and quality management system should provide measures, ensuring the maritimepilot organizations response to hazards, incidents and emergency situations involving alltransport services.

9.2.2 The transport services contingency requirements should include but not be restricted to thefollowing procedures, plans and instructions: On-board contingency plans:

- Allocation of duties and responsibilities of all personnel on board (pilot vessel orhelicopter)

- Procedures to be followed in response to different types of hazardous situations- Communication methods, i.e. reporting, request for third party assistance

Shore based contingency plans:- Composition and duties of the persons acting by the plan- Emergency response procedures- Procedures to be followed in response to different types of hazardous situations- Communication methods including list of contacts, dealings with the media and

notifications to next of kin

9.2.3 The maritime pilot organizations emergency procedures should be consistent with thetransport services procedures.


10, Customer Related Processes Part B


10 CUSTOMER RELATED PROCESSES

10.1 General

10.1.1 This chapter contains guidelines to streamline the customer related processes. Thecustomer related processes can be divided into: Determination of the customer requirements and expectations Complaints procedure Performance indicators New services or changing existing services Control of monitoring and measuring Customer communication

10.1.2 The maritime pilot organization should determine the requirements and expectations of theinterested parties. These interested parties may include: Customers and end users People within the organization Investors and/or owners Suppliers Society, in terms of community and civilians who are affected by their organization or

service

Once the maritime pilot organization has determined who their interested parties are, themaritime pilot organization should be able to (to meet the requirements and expectations): React to interested parties requirements and expectations Convert determined requirements and expectations into internal demands Communicate these internal demands through the whole organization Concentrate on process enhancement in order to provide added value to the identified

interested party

10.1.3 To be able for the maritime pilot organization to meet the requirements and expectations, themanagement of the maritime pilot organization should be able to: Understand the requirements and the expectations of customers and potential customers Determine the main characteristics of the service for their customers and end users Determine other competitors in their playing field and their performance Determine opportunities and weaknesses for their organizations

10.1.4 Examples of the requirements and expectations of customers and end users are: Meet the requirements of the service Reliability of the service Availability Delivery Price/costs Service safety Service liability Effect of the service on the environment

10.1.5 The maritime pilot organization should determine the requirements and expectations of theemployees for recognition, job satisfaction and personal development. The aim of suchattention should improve the involvement and motivation of the employees to the maximum.

10.1.6 The maritime pilot organization should define financial and other results which meet theidentified requirements and expectations of owners and investors.




10.1.7 The management of the maritime pilot organization should consider the possible advantageswhen cooperating with suppliers of the maritime pilot organization to add value to bothparties. A cooperation should be based on a shared strategy where knowledge, profit andloss are shared. When cooperating with these suppliers the organization should: Identify main suppliers and other organizations as potential partners Come to a mutual and clear understanding of requirements and expectations of

customers and end users Come to a mutual and clear understanding of requirements and expectations of the

partners Define goals for maintaining the cooperation

10.1.8 When considering the relationship with the society, the maritime pilot organization should: Show its responsibility to health and safety Take the consequences for the environment into account including the preservation of

natural resources Determine the applicable legal requirements and other requirements to which the

maritime pilot organization subscribes and relate to its environmental aspects Determine the present and potential influence of the services, processes and activities on

the society and especially the local community

10.2 New Services or Changing Existing Services

10.2.1 The maritime pilot organization should define the process for input of the design anddevelopment of new or changing existing services in order to enhance the customersatisfaction. The external requirements and expectations, together with the internalrequirements and expectations, should be suitable for the easy translation into requirementsfor the design and development processes.

The external input may include: Requirements and expectations of the customer or market Requirements and expectations of other interested parties Contributions of suppliers Input of end users Change of applicable legislation International standards Industrial methods of work

The internal input may include: Policy and goals Requirements and expectations of employees within the organization, including the

employees who receive the output of the processes Technological developments Feedback from previous experiences

Such input should be defined in such a way so that its efficiency can be verified andvalidated. The output should contain information which makes it possible to verify andvalidate the planned requirements and expectations.

10.2.2 Examples of the output for the design and development of new and existing services are: Data showing the relationship between the input and output of processes Service specifications, including acceptance criteria Service specifications




10.3 Control of Monitoring and Measuring

10.3.1 Data is important to take fact based decisions. The management of the maritime pilotorganization should define the suitable and effective measuring, collecting and validation ofdata to judge the performance of the maritime pilot organization and the satisfaction of theinterested parties. This should contain the judgement of suitability, the purpose of themeasurements and the aimed use of data to define the added value for the organization.

Examples for measuring the performance of processes are: Measuring and evaluation of provided services Ability of processes Achievement of project targets Satisfaction of customers and interested parties

10.3.2 The management of the maritime pilot organization should use customer satisfaction as anindispensable instrument. The process of asking, measuring and guarding feedback oncustomer satisfaction should provide continuous information. This process should take intoconsideration fulfilment of demands, requirements and expectations of customers andshould include price and services delivery.

10.3.3 The maritime pilot